Financial Advisory Services & Training Financial Services Department

Transcription

1 Work Instruction Budget Movement Report For Fund Centers ZFTR055 When to Use This report is used to view the budget activity and totals for Funds Centers. Report Functionality Report can be run for individual or multiple Funds Centers and can be restricted by Funds Center Classification, Commitment Item, fiscal year or budget transaction date. Provides a summary display of budget activity based on budget transaction type (i.e. Original Budget, Supplements, Returns, Transfers Sent, Transfers Received and Carry Forward) or an optional line item detail display. Drill down functionality allows users to see budget line items that support the summary total. Report can be sorted, sub-totaled, filtered and downloaded to Excel. Following link details the Line Item Functionality df Report Output Summary View Line item detail View Funds Center Entry Document Funds Center Description Line Commitment Item Year Commitment Type Budget Type Original Budget Funds Center Supplements Commitment Item Returns Amount Transfers Sent User Transfers Received Created on Carryforward Received/Sent Header Text Total Budget Text Menu Path Accounting >> Funds Management >> Information System >> Funds Management Section (UofT Reports) >> Budget Analysis Reports >> Budget Movement Report for Fund Centers Transaction Code ZFTR055 Last Modified: 18 March 2015 Page 1 / 12

2 Helpful Hints This report is only used to report on Funds Centers (FC s). To report on funds use the Budget Movement Report for Funds. The QRG for ZFTR055_Funds can be found at the following link: vrptfunds.pdf Last Modified: 18 March 2015 Page 2 / 12

3 Detailed Procedure 1. Start the transaction using the menu path or transactionn code. SAP Easy Access University of Toronto Menu 2. Double-click Budget Movement Report for Fund Centers Last Modified: 18 March 2015 Page 3 / 12

4 3. Complete the following as required: Field Name Required/ / Conditional Description FM Area Required Defaults to UofT. Fiscal Year Required The UofT fiscal year is May 1st to April 30th and the Year is coded as follows: Year = the "annual" year in effect at April 30th (i.e. May 1st, 2006 to April 30th, 2007 is identified as "2007" fiscal year). Budget Version Required Version 0 is the current budget version and reflects all processed changes to budget.version 1 is the original budget version and reflects original operating budgets at the beginning of the fiscal year. If the field is left blank, the report will default to version zero. Funds Center Classification FIS code used to distinguish and identify Operating fund versus Ancillary fund accounts. Funds Center Required A six digit code, starting with 1 or 2 used to record the funding and spending transactions for financial activity reported on a fiscal year basis. (i.e. operating, ancillary, etc.) Include Funds Center Hierarchy Checking this box indicates that you want to include all the FC s that are listed below the parent account. Last Modified: 18 March 2015 Page 4 / 12

5 Field Name Including Funds Center Excluding Funds Center Commitment Item Commitment Item Hierarchy Required/ / Conditional Description Allows users to select single, multiple or a range of Funds Centers to include. Allows users to select single, multiple or a range of Funds Centers to exclude. An alphabetic code used to (1) group similar g/l accounts for summary reporting purposes; i.e. Supplies and (2) segregate budget dollars for special purpose spending; i.e. EXP-UTFA, SPECIALS, etc. within a Funds Center or Fund. Defaults based on G/L account used, maybe overwritten. Checking this boxx indicates that you want to include all the CI s listed below this level. FBS BCS Display Migrated Documents Separately Do not display Migrated Documents Separately Conditional Former Budget System. Select if historical (pre-upgrade, i.e. documents processed up to and including October 2006 month end) budget details/totals are required. Conditional Budget Control System. This is the default selection for all reports. This willl give budget totals as at October 2006 month end and onwards. Conditional Selecting this displays the migrated budget documents in a separate column (Fiscal Year 2007 only). Conditional Selecting this includes the migrated budget documents in the standard budget columns (Fiscal Year 2007 only). Line item entry date Document entry date. This datee will overridee the fiscal year entry and allows the end user to specify period of analysis. Summary Line Item Conditional Selecting this will provide the user with a summarized view of all transactions. Conditional Selecting this will provide the user with a view of all individual transactions. 4. Click Report Layout Options: A.) Summary View B.) Line item detail View Last Modified: 18 March 2015 Page 5 / 12

6 A.) Summary View Column Description CFC CFC Description Com. Item C Original Budget Supplements Returns Transf. Sent Transf. Rec d CWD Rec/Sen Total Budget Commitment Funds Center number Commitment Funds Center description Commitment Item name Commitment Item Category. 2 - Revenue 3 - Expense Original Budget entered at the start of the fiscal year. Budget supplements. Budget Returns Budget transfers sent Budget transfers received Carryforward budget received or sent Total of all budget transactions. Last Modified: 18 March 2015 Page 6 / 12

7 Report can be edited (sorted, sub-totaled, filtered etc.) using the icons on the reporting tool bar at the top of the report. For details on Line Item Functionality click: Last Modified: 18 March 2015 Page 7 / 12

8 Drill Down Functionality To drill down and see the supporting budget document line items, double click on any budget amount or total. Example: Double-click BCS Budget Entry Documents Last Modified: 18 March 2015 Page 8 / 12

9 Double click on the Total Budget Amount $2, to go to Line item detail View directly without exiting the report. OR To see the entire report as a line item view initially rather than drilling down, choose Line Item instead of Summary on the initial screen to get the following view: Last Modified: 18 March 2015 Page 9 / 12

10 B.) Line Item View To drill down and see a specific budget document, single click on the entry document number. Example: Click on to view the budget migration document. Last Modified: 18 March 2015 Page 10 / 12

11 Budget Entry Document - Header To see who posted the budget document and the date and time it was posted click on the tab. Last Modified: 18 March 2015 Page 11 / 12

12 Budget Entry Document - Additional Dataa 5. Click.to return to the previous screen. End of procedure. Resourcee Information: Contact your FAST team representative for additional instructions on how to use this function. Reference Guides: Line Item Functionality /reporting/common/lifunc.pdf ZFTR055_FUNDS - Budget Movement Report for Funds /reporting/budgetanalysis/ bdgt mvrptfunds.pdf f Last Modified: 18 March 2015 Page 12 / 12